Resolution No. 95401 RESOLUTION NO. 9540
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A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 VERNON APPROVING AND ADOPTING CITY OF VERNON
4 DEBARMENT POLICY RELATING TO FEDERAL ASSISTANCE
PROGRAMS AND THE CITY OF VERNON POLICY RESPECTING
5 THE CARE AND PROCEDURES FOR THE LOSS, THEFT OR
DAMAGE TO CITY -OWNED PROPERTY
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7 WHEREAS, in November 2007, the County of Los Angeles
8 Operational Area coordinated an assessment of grant expenditures for
9 State Homeland Security Grant Program for the 2005 fiscal year (the
10 ��Grant"), which review was conducted by QIU Accountancy Corporation in
11 accordance with standards established by the American Institute of
12 Certified Public Accountants; and
13 WHEREAS, the Vernon Police Department received the Grant
14 funding to purchase a fixed satellite phone system for the City
15 Emergency Operations Center; and
16 WHEREAS, the purpose of the sub -recipient monitoring was to
17 evaluate the adequacy of the sub -recipient's programmatic and fiscal
18 management and compliance with certain grant requirements and
19 applicable Federal and State regulations; and
20 WHEREAS, the finding of the monitoring review was that the
21 City of Vernon does not have a debarment policy or a sufficient policy
22 to ensure adequate safeguards to prevent loss, damage or theft of City
23 property; and
24 WHEREAS, the purpose of a debarment policy is to ensure that
25 there are no awards or contracts with certain parties debarred or
26 suspended from participation in federal programs or activities in
27 accordance with Title 28, Section 66.35 of the Code of Federal
28 Regulations; and
I WHEREAS, the purpose of a policy to prevent loss, damage, or
2 theft of City property is to ensure that the City complies with Title
3 28, Section 66.32(d)(3) of the Code of Federal Regulations; and
4 WHEREAS, the debarment and loss policies are required to
5 ensure compliance with the Grant in accordance with the recommendation
6 of the County of Los Angeles Operational Area; and
7 WHEREAS, the Police Chief has recommended the adoption of a
8 debarment policy and a loss, theft or damage to city -owned property
9 policy to ensure compliance with all applicable Federal and State
10 regulations.
11 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
12 CITY OF VERNON AS FOLLOWS:
13 SECTION 1: The City Council of the City of Vernon does
14 hereby find and determine that the recitals contained hereinabove are
15 true and correct.
16 SECTION 2: The City Council of the City of Vernon hereby
17 approves and adopts the City of Vernon Debarment Policy Relating to
18 Federal Assistance Programs and the City of Vernon Policy Respecting
19 the Care and Procedures for the Loss, Theft or Damage to City -Owned
20 Property, copies of which are attached hereto and incorporated by
21 reference as Exhibit A.
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SECTION 3: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and thereafter
the same shall be in full force and effect.
APPROVED AND ADOPTED this 4th day of February, 2008.
ATTEST:
xt44-v�
MAN ELA GIRON, 'Citfy Clerk-
Name: Loonis C. Malburg
Title: Mavor /
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STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 9540, was
duly adopted by the City Council of the City of Vernon at a regular
meeting of the City Council duly held on Monday, February 4, 2008, and
thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of
Vernon.
(SEAL)
UELA GIRON, Ci y Clerk
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EXHIBIT A
CITY OF VERNON DEBARMENT POLICY
RELATING TO FEDERAL ASSISTANCE PROGRAMS
(February 4, 2007)
All City of Vernon Homeland Security and Urban Area
Security Initiative Grant purchases must be reviewed with
the Federal Excluded Parties List System (EPLS) to ensure
compliance with the Federal procurement program policies
and requirements. Before authorizing a requisition for
equipment purchases for Homeland Security and Urban Area
Security Initiative Grants, the Federal debarment listing
must be reviewed to ensure vendor(s) are not debarred or
suspended from participation.
The debarment listing is available by viewing the on-
line website at http://www.epls.gov/epls/search.do.
CITY OF VERNON POLICY RESPECTING THE CARE AND PROCEDURES FOR
THE LOSS. THEFT OR DAMAGE TO CITY -OWNED PROPERTY
(February 4, 2008)
PURPOSE AND SCOPE
City employees are expected to properly care for department property assigned or entrusted to
them. Employees may also suffer occasional loss or damage to personal or department property
while performing their assigned duty. Certain procedures are required depending on the loss and
ownership of the item.
CARE OF DEPARTMENTAL PROPERTY
Employees shall be responsible for the safekeeping, serviceable condition, proper care, use and
replacement of department property assigned or entrusted to them. An employee's intentional or
negligent abuse or misuse of department property may lead to discipline including, but not
limited to the cost of repair or replacement.
a) Employees shall promptly report through their chain of command, any loss, damage to, or
unserviceable condition of any department issued property or equipment assigned for
their use.
b) The use of damaged or unserviceable department property should be discontinued as soon
as practical and replaced with comparable Department property as soon as available and
following notice to a supervisor.
c) Except when otherwise directed by competent authority or required by exigent
circumstances, department property shall only be used by those to whom it was assigned.
Use should be limited to official purposes and in the capacity for which it was designed.
d) Department property shall not be thrown away, sold, traded, donated, destroyed, or
otherwise disposed of without proper authority.
e) In the event that any Department property becomes damaged or unserviceable, no
employee shall attempt to repair the property without prior approval of a supervisor.
REPORTING REQUIREMENT
A verbal. report shall be made to the employee's immediate supervisor as soon as circumstances
permit. A written report shall be submitted before the employee goes off duty or within the time
frame directed by the supervisor to whom the verbal report is made.
LOSS OR DAMAGE OF PROPERTY OF ANOTHER
Employees intentionally or unintentionally may cause damage to the real or personal property of
another while performing their duties. Any employee who damages or causes to be damaged any
real or personal property of another while performing their duties, regardless of jurisdiction, shall
report it as provided below.
a) A verbal report shall be made to the employee's immediate supervisor as soon as
circumstances permit.
b) A written report shall be submitted before the employee goes off duty or within the time
frame directed by the supervisor to whom the verbal report is made.
DAMAGE BY PERSON OF ANOTHER AGENCY
If employees of another jurisdiction cause damage to real or personal property belonging to the
City, it shall be the responsibility of the employee present or the employee responsible for the
property to make a verbal report to his/her immediate supervisor as soon as circumstances
permit. The employee shall submit a written report before going off duty or as otherwise
directed by the supervisor.
These written reports, accompanied by the supervisor's written report, shall promptly be
forwarded to the appropriate Department Head.
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: February 12, 2008
TO Steve Towles, Chief of Police
Mark Whitworth, Fire Chief
FROM:17) Nelly Giron, City Clerk
j
RE: Resolution No. 9540 - A Resolution of the City Council of
the City of Vernon Approving and Adopting City of Vernon
Debarment Policy Relating to Federal Assistance Programs and
the City of Vernon Policy Respecting the Care and Procedures
for the Loss, Theft or Damage to City -Owned Property
Transmitted herewith is a copy of Resolution No. 9540 referenced
above, which was approved by City Council on February 4, 2008.
Thank you.
NG:dr
c: Resolution File No. 9540